Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. This recruitment may close at any time; all interested candidates are encouraged to apply immediately.

***The current vacancy will be assigned to the Human Resources Division in the Management Services Department.***

***The eligibility list established from this recruitment may be utilized to fill future Administrative Assistant vacancies.***

To perform a variety of responsible, complex and sensitive administrative duties for a small department or major division; coordinate calendars, schedule meetings and training and perform specialized and specific duties in a functional area of a department or office.

DISTINGUISHING CHARACTERISTICS

Administrative Assistant

This class is distinguished from general clerical classes by the more complex, responsible, and sensitive duties related to its functioning as the direct assistant to a department director or division manager, and by the responsibility for supervision of clerical support functions within the department or division. It is distinguished from the Executive Assistant classification in that it does not provide administrative support for the director of a department with two or more major operating divisions.

SUPERVISION RECEIVED AND EXERCISED

Administrative Assistant

General supervision is provided by higher level management.

Responsibilities include functional supervision of subordinate clerical positions.

Essential job functions include, but are not limited to, the following: (These functions may not be present in all positions in this classification. When a position is to be filled, the essential functions will be noted in the announcement of position availability. Management reserves the right to add, modify, change or rescind work assignments as needed.)

Perform a variety of administrative tasks including accurate typing, proofreading, spelling, grammar, filing, editing, and operation of applicable software and other automated systems.

Perform a variety of specialized administrative support duties and other tasks related to the functions of the assigned department.

Compose routine correspondence not requiring the department director's or division manager's personal attention.

Act as a receptionist, screen calls and visitors, and refer inquiries as appropriate; respond to complaints and requests for information regarding the intent of instructions, precedents and regulations.

Participate and assist in the administration of a department or division; prepare comprehensive reports, compile annual budget requests, and recommend expenditure requests for designated accounts.

Recommend organization or procedural changes affecting clerical activities.

Relieve the department director or division manager of routine personnel, budget payroll and purchasing duties.

Research, compile, and analyze data for special projects and various reports. Initiate and maintain a variety of files and records for information such as payroll, attendance, budget, production and cost records; maintain manuals and update resource materials.

Manage calendars, schedule appointments and coordinate meetings.

Arrange travel, conferences, and meetings.

May serve as clerk to a board or commission, preparing the agenda, assembling background materials, and taking minutes of the meetings.

May supervise, train, and evaluate subordinates.

Perform related duties as assigned.

Click herefor additional information on the Administrative Assistant description.

Experience and Education

To qualify for this classification, an individual must possess any combination of experience and education that would likely produce the required knowledge and abilities, and enable the individual to successfully perform the essential functions of the position.

A typical combination is:

Experience

Three years of increasingly responsible clerical experience including one year experience comparable to that of an Administrative Clerk II clerical class in the City of Brea.

Education

Equivalent to the completion of the twelfth grade including or supplemented by specialized clerical courses.

TO BE CONSIDERED

If you are interested in this outstanding opportunity, please visit https://www.governmentjobs.com/careers/brea/ to submit a City of Brea electronic employment application.

Electronic applications will be accepted until a sufficient number of qualified applications have been received. Applicants are encouraged to apply early. Resumes cannot be accepted in lieu of a City of Brea employment application. The City of Brea cannot accept responsibility for notifying candidates of incomplete applications. It is the candidate’s responsibility to make sure the application is properly submitted.

THE SELECTION PROCESS

Shall consist of three phases: (If you should need assistance in completing the employment application, or in participating in the selection process, please notify Human Resources prior to the filing deadline.)

Phase One - Application Review: The first phase of the selection process shall be a detailed review and appraisal of each candidate’s application. Those candidates determined to be most qualified on the basis of education and experience, as submitted, may be invited to participate in the next phase of the selection process. No weight shall be assigned to this phase of the selection process.

Phase Two- Written Exam: Those candidates determined to be most qualified on the basis of education and experience, as submitted, may be invited to participate in the next phase of the recruitment process. Candidates who receive a minimum score of 70% on this phase may be invited to the next phase of the recruitment.

Phase Three- Oral Appraisal Interview: Candidates who receive a minimum score of 70% on this phase shall have their name placed on the Eligibility List for Administrative Assistant. Eligibility Lists are generally valid for one year. Once the list is established, the Management Services Department may conduct follow-up assessments.

Prospective candidates must successfully complete a thorough background review. Upon a contingent offer of employment, prospective candidates must successfully complete a medical examination and provide proof of legal work status. All new employees will be fingerprinted as a part of the employment process and a criminal history check will be conducted with the Department of Justice and Federal Bureau of Investigation.

In accordance with Government Code Section 3100, in the event of a disaster, City employees are considered disaster service workers and may be asked to respond accordingly.

THE CITY OF BREA RECRUITS, HIRES AND PROMOTES WITHOUT REGARD TO RACE, COLOR, RELIGION, PHYSICAL DISABILITY OR CONDITION, GENETIC INFORMATION, SEX, SEXUAL ORIENTATION, AGE, OR NATIONAL ORIGIN, EXCEPT IN THOSE SPECIFIC INSTANCES WHEREBY A BONA FIDE OCCUPATIONAL QUALIFICATION DEMANDS OTHERWISE. THE CITY OF BREA HIRES ONLY UNITED STATES CITIZENS OR LAWFULLY AUTHORIZED ALIENS.

The provisions of this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.

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Administrative Assistant